Regular Meeting Minutes – August 17, 2016

Board of Trustees

of the

Huntley Area Public Library District

Minutes of the Regular Meeting

August 17, 2016

 

Call to Order:  A regular meeting of the Board of Trustees of the Huntley Area Public Library District was held in the Program Room at the Huntley Area Public Library District, 11000 Ruth Road, Huntley, IL 60142 on August 17, 2016.  The meeting was called to order at 7:00 p.m. by President Pilat.

Attendance:

      Trustees Present:   David Moore, Kathleen Pilat and Leslie Threadgill-Smith

      Trustees Absent:    Beverly Cannalte and Ann Christiansen

Library Staff Present:  Frank Novak, Library Director; Loralei Getty, Business Manager; Pamela Kampwerth, Head of Volunteer and Outreach Services; Leigh Ann Porsch, Head of Marketing and Public Relations

Visitors Present:  Paul Inserra, McClure Inserra & Company Chartered

Public Comments:  There were no public comments.

Presentation of Library Audit by Paul Inserra:  Paul Inserra, of McClure Inserra & Company Chartered, reviewed the financial statements and operational matters of the Huntley Area Public Library District for the fiscal year ended June 30, 2016, which included a clean opinion letter.

Inserra left at 7:15 p.m.

Secretary’s Report:  Threadgill-Smith motioned, Moore seconded that the Board approve the minutes of the Regular Meeting held on July 20, 2016.  All Ayes.  No Nays.  Motion carried.

Moore motioned, Pilat seconded that the Board approve the minutes of the Executive Session held on June 15, 2016.  All Ayes.  No Nays.  Motion carried.

Financial Reports and Checks:  Threadgill-Smith, motioned, Moore seconded that the Board approve the checks and financial report as submitted.  Roll call votes were:  Moore-Aye, Pilat-Aye and Threadgill-Smith-Aye.  All Ayes.  No Nays.  Motion carried.

Semi-Annual and Annual Treasurer’s Report:  Moore motioned, Threadgill-Smith seconded to approve the Semi-Annual Treasurer’s Report: January-June 2016 and the Annual Treasurer’s Report: Fiscal Year Ending June 30, 2016 as presented.  Roll call votes were:  Moore-Aye, Pilat-Aye, and Threadgill-Smith -Aye.  All Ayes.  No Nays.  Motion approved.

Monthly Income/Expense Report (Discussion):  There was no discussion.

Approval of FY 2016-2017 Budget and Appropriation Ordinance:  Threadgill-Smith motioned, Moore seconded to approve Ordinance 2016-3:  Ordinance Providing for Budget and Appropriations of the Huntley Area Public Library District McHenry and Kane Counties, Illinois for the Fiscal Year Beginning July 1, 2016 and Ending June 30, 2017 as presented.  Roll call votes were:  Moore-Aye, Pilat-Aye and Threadgill-Smith-Aye.  All Ayes.  No Nays.  Motion carried.

Librarian’s Report:  Presented by Novak.

Personnel:  Novak has proposed revisions to the existing Complaint Policy and the Personal Appearance of Employees Policy.

Facilities/Operations:  The library put out a bid announcement for work to be done on the parking lot and driveway.  A pre-bid conference, to see site conditions and ask questions, will be held on September 1st.  The bid opening is scheduled for September 15th at 1:30 p.m. for purposes of announcing and tabulating the results.  The schedule calls for the board to award the bid at the September Regular Board Meeting on September 21st.  According to our insurance broker, the library will not be able to lock in additional years of frozen premiums for our liability and property insurance coverages because The Cincinnati Insurance Company will neither set, nor negotiate premiums until ninety to one hundred days out before policy renewal.  The reason for this is that the insurance company wants to see experience loss rates and changes in business circumstances before agreeing to any insurance coverage.

Community/Fundraising:  There was no additional report.

Circulation/Program Usage:  There was no additional report.

RAILS Library System Report:  There was no additional report.

 

Committee Reports:

Policy & Personnel:  A meeting will be scheduled to discuss proposed changes to the existing Complaint Policy and the Personal Appearance of Employees Policy.

Finance:  There was no report.

Facilities:  There was no report.

Community Outreach:  There was no report.

Friends’ Liaison:  Presented by Kampwerth.  Minilinks@thelibrary raised $1,900.  90-95 golfers were in attendance.  The next book sale takes place September 24-25 at the Huntley Fall Fest.

 

New Business:

Exterior Sign for Library:  The Board was asked if there is interest in looking into a more simplistic library sign since the previous signs exceeded the target cost.  Following a brief discussion, this item should be on the agenda for the September Regular Board Meeting and Pilat will present sample signs.

Closure for Very Merry Huntley Event:  Pilat motioned, Moore seconded to close the library on December 2, 2016 to set up for the Very Merry Huntley event.  All Ayes.  No Nays.  Motion carried.

Old Business:  There was no Old Business.

Executive Session:  Threadgill-Smith motioned, Moore seconded for the Library Board to convene in an Executive Session at 7:50 p.m. under the exception of the Open Meetings Act ILCS Chapter 5, Act 120, Section 120/2 for the purpose of discussing the selection of people to fill public office.  Roll call votes were:  Moore-Aye, Pilat-Aye and Threadgill-Smith-Aye.  All Ayes.  No Nays.  Motion carried.

The board came out of the Executive Meeting at 7:55 p.m.

Items from Executive Session for Action:  None

Upcoming Dates:  The next Regular Monthly Board Meeting of the Board of Trustees will be Wednesday, September 21, 2016 at the Huntley Area Public Library District at 7:00 p.m.

 

Board Discussion:

Library Insurance Renewal:  There was no discussion.

Lawn Care/Snow Removal Contract(s):  There was no discussion.

Appointment of Library Board Members:  The Board would like the three candidates present at the September Regular Board Meeting.  At that meeting, the Board will go into Executive Session to discuss and vote on the approval of the 2 seats to be filled.  The new trustees will be sworn in at the October Regular Board Meeting.

Items from Executive Session for Action:  None

Adjourn:  Threadgill-Smith motioned, Moore seconded to adjourn the meeting at 8:13 p.m.  All Ayes.  No Nays.  Motion carried.

 

 

Respectfully Submitted,

Leslie Threadgill-Smith, Secretary